Business Writing What are the advantages to writing a good letter? 1.It gives you time to think about, organize, and edit what you want to say. 2.It gives you the ability to communicate a specific message. 3.Provides both the sender and the receiver with a copy of important details: An official record. 4.Is more likely to be taken seriously than spoken word. 5.Can be sent to a multitude of people.

Topics to explore:  Business Letter  Letter of Application  Letter of Recommendation  Letter of Complaint  Thank You Letter—Follow up  Memo/  Announcement  Resume

The Big Picture Business writing is the process of sharing work-related information on a standardized format (letter, resume, memo, etc..). The writer must know why he or she is writing (specific message) and how the writing should be presented (correct form).

6 characteristics that all business letters share: 1.Starting Point: reason for contact 2.Purpose: discuss, announce, clarify, confirm 3.Form: semi-block or block, memo etc… 4.Audience : who are you speaking to? 5.Voice: direct and sincere 6.Point of View: person to person (I) general or group discussion (he she they)

Form of the Business Letter A letter must be professional and look professional. The two formats for writing business letters are the following: Semi-Block Full Block Additional items to keep in mind when setting up your letter:  Use margins left and right, top and bottom, from 1 to 1.5inches.  Center the letter vertically, from top to bottom.

The 7 parts of a business letter 1.Heading 2.Inside address 3.Salutation 4.Body 5.Complimentary closing 6.Signature 7.Enclosure: when needed

The Heading  The heading gives the writer’s complete address with the date of application.  This would be your address!

The Inside Address  Gives the reader’s name and address.  If you’re not sure who to address or how to spell a person’s name, you could call the company for the information.  If the person’s title is a single word, place it after the name and a comma. A longer title goes on a separate line.

The Salutation  Begins with Dear and ends with a colon, NOT a comma!  Do not guess to whom you should address your letter to!  Use Mr. or MS. Plus the person’s last name, unless you are well acquainted.  If you can’t get the person’s name, replace the salutation with Dear or Attention: or an appropriate title for the reader: Sales Manager, To Whom it May Concern: etc…NEVER use Dear Sir or Gentlemen.

The Body  The body should consist of single-spaced paragraphs with double-spacing between paragraphs.  DO NOT INDENT THE PARAGRAPHS!

Complimentary Closing  For the closing use Sincerely, Yours truly, Thank you…followed by a comma.  Capitalize only the first word.

Signature  The signature includes the writer’s handwritten name plus the typed name.  If a document (brochure, form, copy, etc..) is enclosed with the letter, the word Enclosure or Encl. appears below the initials.  If you send more than one copy of the letter out, type the letters cc: plus the person’s or department’s name beneath the enclosure line.

Spacing within a letter  After the Heading: 4 spaces  After the Inside Add.: 2 spaces  After the Salutation: 2 spaces  Between the paragraphs: 1 space EXCEPT for the final paragraph where you skip 2 spaces (before closing)  After Closing (between closing and sign.) skip 4 spaces.